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Transcript of Specification Style Guide - · PDF fileSpecification Style Guide . ... 2. 2 Section Headings...

  • STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION DIVISION OF ENGINEERING SERVICES OFFICE ENGINEER

    Specification Style Guide

    Updated July 2016

    2016 California Department of Transportation All Rights Reserved

  • 1 GENERAL ................................................................................................................................................. 1 2 ORGANIZATION ....................................................................................................................................... 1

    2.1 General ............................................................................................................................................... 1 2.2 Section Headings ............................................................................................................................... 1 2.3 Section Contents ................................................................................................................................ 2 2.4 Additional Section Headings and Contents ........................................................................................ 4 2.5 Quality Assurance Example ............................................................................................................... 5 2.6 Standard Specifications vs. Revised Standard Specifications vs. Special Provisions ....................... 6

    2.6.1 General ........................................................................................................................................ 6 2.6.2 Standard Specifications ............................................................................................................... 6 2.6.3 Revised Standard Specifications and Standard Special Provisions ............................................ 7

    2.7 Paralleling Specification Versions ...................................................................................................... 7 3 FORMAT ................................................................................................................................................... 8

    3.1 General ............................................................................................................................................... 8 3.2 Microsoft Word Styles......................................................................................................................... 8 3.3 Colors ................................................................................................................................................. 8 3.4 Bannned Formats and Editing Commands ........................................................................................ 8 3.5 Document Formatting ......................................................................................................................... 8 3.6 Header Changes ................................................................................................................................ 8 3.7 Saving a Document ............................................................................................................................ 8

    4 RSS, SSP, AND NSSP FILE NAMES AND REVISION CLAUSES .......................................................... 9 5 LANGUAGE AND MECHANICS ............................................................................................................. 17

    5.1 General ............................................................................................................................................. 17 5.2 Federal Register's Writing Guide...................................................................................................... 17

    5.2.1 General ...................................................................................................................................... 17 5.2.2 Write in the active voice. ............................................................................................................ 17 5.2.3 Use action verbs. ....................................................................................................................... 17 5.2.4 Use must instead of shall. .......................................................................................................... 17 5.2.5 Be direct. .................................................................................................................................... 17 5.2.6 Use the present tense. ............................................................................................................... 17 5.2.7 Write positively. .......................................................................................................................... 17 5.2.8 Avoid use of exceptions. ............................................................................................................ 17 5.2.9 Avoid split infinitives. .................................................................................................................. 18 5.2.10 Use the singular noun rather than the plural noun. ................................................................. 18 5.2.11 Be consistent. .......................................................................................................................... 18 5.2.12 Use parallel structure. .............................................................................................................. 18 5.2.13 Prefer simple words. ................................................................................................................ 19 5.2.14 Omit needless words. .............................................................................................................. 19 5.2.15 Avoid redundancies. ................................................................................................................ 19 5.2.16 Use concrete words. ................................................................................................................ 19 5.2.17 Dont use words that antagonize. ............................................................................................ 19 5.2.18 Avoid noun sandwiches. .......................................................................................................... 19 5.2.19 Don't use gender-specific terminology. .................................................................................... 19 5.2.20 Write short sentences. ............................................................................................................. 19 5.2.21 Make lists clear and logical in structure. .................................................................................. 19 5.2.22 Use short paragraphs. ............................................................................................................. 19

    5.3 Brevity ............................................................................................................................................... 20 5.3.1 General ...................................................................................................................................... 20 5.3.2 Avoid prepositions ..................................................................................................................... 20 5.3.3 Use elliptical clauses ................................................................................................................. 20 5.3.4 Avoid unnecessary qualifiers. .................................................................................................... 20 5.3.5 Avoid respective and respectively. ............................................................................................ 20

    5.4 Industry Standard ............................................................................................................................. 20 5.5 Expressions ...................................................................................................................................... 21 5.6 Terms for Alteration of Highway Facilities ........................................................................................ 23 5.7 Specification Duplication .................................................................................................................. 23 5.8 Common Clauses and Phrases ........................................................................................................ 24 5.9 Payment Clauses ............................................................................................................................. 25

    5.9.1 General ...................................................................................................................................... 25

  • 5.9.2 Payment Clauses for Sections 1 through 9 ............................................................................... 27 5.9.3 Payment Clauses for Sections 10 through 98 ........................................................................... 27

    5.10 References ..................................................................................................................................... 28 5.11 Law Citation .................................................................................................................................... 29 5.12 Abbreviations .................................................................................................................................. 30 5.13 Definitions ....................................................................................................................................... 31 5.14 Symbols .......................................................................................................................................... 31